Office Coffee Service

Office coffee service means coffee delivered to your building on a schedule and brewed by your own staff. We roast to order every Wednesday in Pensacola, grind free to whatever brewer is already in your breakroom, and deliver free inside forty miles. Our wholesale coffee program covers how accounts and pricing work. This page covers what is specific to an office.

What office coffee service covers, and what it does not

The core of it is coffee. Beans roasted to order, ground to your brewer, in 250g, 2lb or 5lb bags, on a rhythm matching how fast the building drinks it.

Equipment sits alongside that. We install brewers and perform maintenance on request, arranged case by case rather than bundled into every account, and it is not a standing service contract. Most offices keep a machine somebody chose years ago that works fine, in which case the coffee going through it is the weaker link.

In practice a program is three decisions: one coffee for the main brewer, a decaf so those who want it are not an afterthought, and a standing order you set once.

Grinding is free and set to the machine you run: batch brewer, thermal airpot, single-cup drip or press. We grade roast color with an Agtron on every batch, which is the boring reason the coffee tastes the same in November as in March.

Sizing a monthly order from your headcount

This is the calculation nobody sends you. Three inputs: headcount, the share who drink coffee at work, and cups per drinker per day.

A pound of coffee is 454 grams. A 12-ounce cup takes roughly 21 to 23 grams of ground coffee at normal strength. That puts a pound at about 20 cups. Every number below comes out of that one figure.

Work it through. Forty people in the building. Assume 60 percent drink coffee at work, so 24 drinkers, at 1.8 cups each on a working day. That is 43 cups, or about 2.2 pounds a day. Five days is 11 pounds a week. A month with 21 working days is roughly 46 pounds, which is nine or ten 5lb bags. That is your order, before adjustments.

Then adjust for your actual building:

• Hybrid attendance. If the floor averages 60 percent occupancy across the week, multiply the whole thing by 0.6. Forty-six pounds becomes 28. Do not size to a full office you no longer have.
• Mug size. Offices running 16-ounce mugs use 28 to 30 grams a cup, which is 15 cups a pound rather than 20 and raises volume by a third. Measure one mug first.
• Decaf. Usually 5 to 10 percent of total volume. Buy it in 250g regardless of your main format, because decaf in an office goes stale long before it runs out.
• Meetings and visitors. Add 10 percent if you host clients. The pot that empties fastest is the one in the conference room.
• Non-coffee drinkers. Headcount overstates demand and the 60 percent figure is where that gets handled. If half your team drinks tea, use 40 percent and reorder sooner if you were wrong.

Now put a cost on it. Cost per cup is the figure worth taking to whoever signs, and almost nobody calculates it. Retail on this site is $117 for a 5lb bag. That is $23.40 a pound, or about $1.17 per 12-ounce cup. Retail is your ceiling and a wholesale account sits below it. Run the same division on what you buy today, per cup rather than per pound, and you will learn in ninety seconds whether your coffee is cheap or merely bulky.

The brewer, and who keeps it running

Most bad office coffee is not a coffee problem. It is a brewer nobody has descaled since it was installed, a brew basket rinsed once a week, and a carafe holding the taste of last Thursday.

So the routine needs a name attached to it. One person, ten minutes a week, written down somewhere that survives them leaving. Rinse the basket daily, wash the carafe, descale monthly. Gulf Coast tap water is hard enough that monthly is not cautious.

If the machine is the problem rather than the coffee, say so. We install brewers and perform maintenance on request. It is arranged case by case rather than sold as a plan attached to every account, so what it covers in your building is a question to put to us directly. A national supplier shipping you a pallet cannot do it at all.

Then decide whole bean or ground. For an office, ground is usually right. A breakroom grinder is one more thing to clean, jam and set wrong, and ground coffee trades some aroma for the same cup every morning.

Format follows storage. A 5lb bag is cheapest per pound and the fastest way to make stale coffee if the building drinks two pounds a week. Match the bag to two weeks of use and keep it rolled shut.

Why office coffee programs fail by month three

Running out on a Tuesday. Offices reorder when the last bag opens, which is already too late. Set the trigger at the second-to-last bag, and order against our Wednesday roast schedule rather than against your own panic.

One person owns it and then leaves. Coffee ordering is an inherited task with no documentation. Write the coffee, grind, format and reorder trigger in the same place you keep the paper towel vendor.

One coffee chosen by the loudest voice. Pick the coffee that suits the brewer and the crowd, not the person with the strongest views. Our coffee lineup runs light to dark and the middle is where most offices land.

Expecting it to change the office. Honest answer: better coffee changes less than a vendor will tell you. Nobody stays at a job because of the breakroom. It removes one recurring irritation and stops the mid-morning walk to a shop four blocks away, which is small, real and worth the line item. We will not claim more than that.

A cart morning versus a standing supply

Two different services, and worth being clear which one you want. The cart is an event with our staff: a barista arrives, serves your building for a set window, and leaves. Office coffee service is a standing supply brewed by your own people on your own equipment, week after week. If a single staffed morning is what you are planning, that is the coffee cart for offices, and it is a booking rather than an account.

Some offices do both. The cart handles the appreciation day, the standing order the other 250 mornings.

What sets your price

Wholesale pricing is set per account and you see it after approval, in your own catalog. Approvals are normally issued within 24 hours, though some take longer. Four things shape it: monthly volume, bag format, whether you sit inside the forty-mile delivery radius or need shipping, and how predictable your order is.

For an office, volume and format do most of the work. A 5lb bag carries less packaging and labor per pound than a 250g bag, so the format decision is worth as much as the negotiation. Bring headcount, cups per day and your brewer, and the number stops being a guess.

Questions facilities and HR leads ask

How much coffee does an office of 50 people need each month?

Roughly 55 to 60 pounds at full attendance, using 60 percent coffee drinkers, 1.8 cups each per working day, and about 20 twelve-ounce cups per pound. Cut it for hybrid occupancy, and add a third if you use 16-ounce mugs. Most offices that size land on eleven or twelve 5lb bags a month.

Do you supply or service the coffee machine?

Yes. We install brewers and perform maintenance on request. It is arranged case by case rather than bundled into every account, and it is not a standing service contract, so send us your machine and your situation and we will tell you what we can do. Plenty of offices keep the brewer they have and change only what goes into it.

Can you deliver it already ground for our batch brewer?

Yes, at no charge. Tell us the machine and we grind to it, whether that is a batch brewer, drip, single-cup, press or pour over. Whole bean is the default only if somebody on site is grinding.

What does office coffee cost per cup?

Divide your delivered cost per pound by about 20 and you have your cost per 12-ounce cup. For scale, retail here is $117 for a 5lb bag, which works out near $1.17 a cup, and a wholesale account sits below retail. Your specific number arrives with your account rather than before it, because volume and format decide it.

How do we stop running out between deliveries?

Reorder when the second-to-last bag opens, not the last one. We roast to order every Wednesday, so your coffee joins a roast rather than shipping off a shelf, and that week of lead time is what catches offices out in the first month. Keep one 250g bag in the closet as the fire extinguisher.

Get your office on a standing coffee order

Bring three things and this takes one conversation: headcount, what you brew on, and how much coffee the building goes through now. Apply for a wholesale account, or ask us first if you want the delivery radius checked before you fill anything in.